MEDIA ACCREDITATION RULES FOR THE 2015 MELBOURNE CUP CARNIVAL

Transcription

1 Dear Media Representative MEDIA ACCREDITATION RULES FOR THE 2015 MELBOURNE CUP CARNIVAL The Victoria Racing Club (VRC) welcomes media outlets from across the globe to its four day 2015 Melbourne Cup Carnival comprising of AAMI Victoria Derby Day (Saturday 31 October), Emirates Melbourne Cup Day (Tuesday 3 November), Crown Oaks Day (Thursday 5 November) and Emirates Stakes Day (Saturday 7 November) at Flemington Racecourse. It is a condition of entry that all working media outlets and individuals at the 2015 Melbourne Cup Carnival are accredited through the VRC s media accreditation process, which is managed by Wrights PR. All accredited media outlets and each representative working at the 2015 Melbourne Cup Carnival are bound by the Flemington Terms and Conditions of Ticketing and Entry (Conditions of Entry), available at conditions/ and the Media Accreditation Rules outlined in this document. It is each accredited media outlet s responsibility to brief each person representing the outlet on the Conditions of Entry and Media Accreditation Rules in advance of working at the 2015 Melbourne Cup Carnival. Media accreditation applications for the 2015 Melbourne Cup Carnival must be submitted online by Monday, 28 September Applications received following this date may not be processed. Applications can be edited (by applicant) within reason after Monday 28 September A. ALL ACCREDITED MEDIA TO UNDERSTAND: 1. Media accreditation passes are personalised and non- transferable 2. Media accreditation passes must be worn visibly at all times on course 3. A media accreditation pass is a colour- coded lanyard and card indicating areas of permitted access 4. Access to Flemington Racecourse and specific areas including the VRC Members Reserve is at the VRC s discretion 5. Access to the Mounting Yard is strictly limited 6. Media accreditation does not provide access to corporate marquees. These are invitation- only areas, managed by individual parties 7. Colour- coded camera crew vests must be worn by working media representatives operating any photography and videography equipment 8. Outside of the VRC s media partners, priority accreditation and access will be granted to high audience/circulation outlets and media filing frequently 9. All media accreditation applicants will be required to provide a letter of authority authorizing them to act on behalf of their media outlet, or the media outlet they are being contracted by 10. Media accreditation applicants may be asked to show editorial support from previous Melbourne Cup Carnivals and other racedays at Flemington in order to be accredited 11. Accredited media must adhere to the dress codes set out by the VRC at dress- code/ 12. Media accreditation does not provide car parking for working media or storage for any equipment 13. Accredited media must respect raceday patrons at all times and be considerate when gaining photographic position 14. Media outlets (excluding newswire service providers) must not cause or permit any Work (as defined below), or part thereof, to be broadcast, published or used other than in a program or publication which is an approved medium for the accredited media outlet that created the Work.

2 Media outlets may be asked to supply an Intention of Works document, outlining the coverage they anticipate to generate and story angles taken 15. Filming and photography is only permitted on the Members Lawn (not from within the Members Grandstand). General atmosphere shots and vision of the betting ring may be captured but filming or photographing of individual wagers is not permitted 16. Please note that media outlets applying for accreditation may cross over two or more categories 17. All accredited media outlets and nominated representatives must be familiar with and adhere to the rules of media accreditation and abide by the rights of the Melbourne Cup Carnival media partners across print, television, radio and online categories 18. Any media outlet or media representative not adhering to the Media Accreditation Rules may have its, his or her access to Flemington Racecourse revoked for the remainder of the Carnival B. ALL BROADCAST MEDIA OUTLETS TO UNDERSTAND: This includes any media outlet filming, broadcasting, publishing or otherwise communicating moving footage across television, radio and online media outlets. 1. Seven Network is the VRC s exclusive free- to- air telecaster for the 2015 Melbourne Cup Carnival and holds the exclusive rights to broadcast the Carnival on free- to- air television in Australia, which includes first access to the winning connections of all races. Seven Network works with industry television network Channel 78 to deliver race footage and pre- and post- race talent interviews 2. Southern Cross Austereo is the VRC s Official FM radio partner and holds the exclusive right within the FM radio station category to broadcast live from Flemington Racecourse during the 2015 Melbourne Cup Carnival and first right (within its category) to raceday talent including, but not limited to: winning race connections, Myer Fashions on the Field competitors, winners or judges and guest talent on any day during the event period. For the purpose of clarity, no FM radio station other than those within the Southern Cross Austereo group is permitted to broadcast live, or imply it is broadcasting live, from Flemington Racecourse 3. 3AW is the VRC s Official AM radio partner and holds the exclusive right within the AM radio station category to broadcast live from Flemington Racecourse during the 2015 Melbourne Cup Carnival and first right (within its category) to raceday talent including, but not limited to: winning race connections, Myer Fashions on the Field competitors, winners or judges and guest talent on any day during the event period. For the purpose of clarity, no AM radio station other than 3AW is permitted to broadcast live, or imply it is broadcasting live, from Flemington Racecourse 4. No other local or international TV network or broadcaster may film, broadcast, publish or otherwise communicate any part of the Melbourne Cup Carnival on any of the four racedays at or from Flemington Racecourse, except as permitted by the guidelines set out below or as otherwise authorised by the VRC 5. Australian TV networks are not permitted to telecast live, or imply it is broadcasting live, from Flemington Racecourse (including live crosses) during the 2015 Melbourne Cup Carnival at any time from 12.01am (AEDT) on Saturday, 31 October, 2015 until the completion of Seven Network s live telecast on Saturday, 7 November, 2015, which is expected to be 6.00pm (AEDT). Please note that this includes non- racedays in this time period 6. The use of radio microphones or any equipment that would enable a live telecast or feed to be made of the Melbourne Cup Carnival must be pre- approved by the VRC. The VRC has the right to confiscate any equipment that has not been given prior approval and to remove all media accreditation privileges, revoking access of an individual or a media outlet to the Flemington Racecourse for the remainder of the Carnival 7. Television broadcasters (other than rights holder broadcasters Seven Network and Channel 78) are permitted no more than two small crews (of four members each crew maximum) at

3 Flemington Racecourse at any time, with numbers per crew to be strictly limited by VRC 8. Crews permitted to film within the Birdcage and other areas must limit their filming to matters within the relevant area and not use such areas to capture footage of the track or any other part of the Flemington Racecourse 9. There is to be no sports or news reporters or journalists from free- to- air or pay TV networks (or online) other than rightsholder broadcasters Seven Network and Channel 78 in the Mounting Yard at any time. All members of the TV crew, including cameras, must remain outside the Mounting Yard until Seven Network ceases its live telecast. Channel 78 has priority over all networks other than Seven Network 10. Racing coverage means sounds or vision of horse racing, racing- related activities (such as return to scale) or horses registered to race on the relevant day during the 2015 Melbourne Cup Carnival. Unless otherwise agreed by VRC, it includes footage taken of any activity within the Mounting Yard. Non- racing coverage means all sounds and images taken at Flemington Racecourse during the 2015 Melbourne Cup Carnival other than racing footage - for example, vision of the Myer Fashions on the Field competition 11. Racing coverage may only be used for news reporting purposes in regularly scheduled news updates and programs and must not be live and must only show the last 400 metres of each race. All racing coverage must clearly display the Seven Network watermark, which is not to be distorted or altered in any fashion. The Seven Network will make the racing coverage available to non- partner television channels, for television use only 12. For the avoidance of doubt, a news program means a regularly scheduled daily news program for which the actual news of the day constitutes the main feature. News programs cannot be positioned or promoted as Melbourne Cup Carnival programs or special features 13. The duration of racing coverage used in any one news program should be consistent with the usual fair dealing exceptions under copyright laws, but in any case shall not exceed a total of more than three minutes or include advertising on a split screen (or otherwise) 14. Racing coverage and non- racing coverage may not be broadcast, transmitted or otherwise communicated without prior written approval from VRC 15. Additionally, print and online media partner, News Corp, can exercise its right to communicate content, under its agreement with VRC, through its various online platforms including Herald Sun website provided such content does not include live vision from Flemington Racecourse at any time during the Melbourne Cup Carnival 16. Non- racing coverage may only be used for news reporting purposes in regularly scheduled news or public affairs programs, or for the purpose of promoting the Melbourne Cup Carnival 17. A public affairs program means a regularly scheduled television program, of which the actual news element constitutes one of the main features and which, for the avoidance of doubt, does not include news updates and includes programs currently trading as Today and A Current Affair. These programs cannot be positioned or promoted as Melbourne Cup Carnival programs 18. Television network link equipment, including but not limited to: television link vans and small portable link equipment, will not be permitted inside the grounds of Flemington Racecourse at any time during the 2015 Melbourne Cup Carnival period from 12.01am (AEDT) on Saturday, 31 October until advised by VRC, which will be approximately 6.00pm (AEDT) on Saturday, 7 November (with the exception of broadcast partners Seven Network and Channel 78) 19. All non- rights holding TV networks and camera crews must be off course (exited Flemington Racecourse) 30 minutes post the final (last) race of each race day of the 2015 Melbourne Cup Carnival 20. The parking of television link vans will not be permitted on Epsom Road, Smithfield Road, Fisher Parade or Leonard Crescent. These restrictions will be patrolled and enforced by Victoria Police 21. All media outlets and individuals are invited to liaise directly with VRC s PR department to request pre- recorded or stand- up interviews during the Carnival period. Every effort will be made to meet your request for an interview outside of the Mounting Yard, subject to the first priority

4 of Seven Network and Channel 78, and the availability of talent, including jockeys and trainers. Please contact Marcus Williams of the VRC PR Department +61 (0) for media requests C. ALL MEDIA OUTLETS CAPTURING, PUBLISHING OR SELLING PHOTOGRAPHY OR VIDEOGRAPHY TO UNDERSTAND: 1. As set out above, media accreditation is granted to photographers capturing images for editorial purposes only, except by separate contract with VRC 2. Photographers and videographers who receive media accreditation (Accredited Party) must not take or make any film, video recording, video broadcast, still picture or photograph or any other image in, or of, the Flemington Racecourse (including the surrounding public and Members Car Park areas) or of the Melbourne Cup Carnival (Work/s) during the Carnival period, except where such Works are created for the purpose of publication, broadcast or use for editorial purposes, as follows: a. In a program or publication that is an approved medium for that Accredited Party; or b. By any media outlet that is a print, broadcast or online subscriber to an approved newswire service provider 3. A newswire service provider must use all reasonable endeavours to ensure that its subscribers only use the Works for editorial purposes in a publication (print or online) or television program created, published or broadcast by that subscriber s media outlets 4. For the purpose of the VRC s media accreditation program, Approved Medium means, in relation to an Accredited Party, a publication (print or online) or television program created, published or broadcast by that Accredited Party s corresponding Media Outlet (as specified on the Accredited Party s application form), and which publication or program is specified in the letter of authority from provided as part of the application for media accreditation at the 2015 Melbourne Cup Carnival 5. The VRC has made a significant investment in the intellectual property of the Melbourne Cup, Melbourne Cup Carnival, Flemington and associated brands. It is the VRC s intention to continue to protect and enforce its intellectual property rights through its Commercial Photography Policy 6. Any media outlets, or individuals, working at the Melbourne Cup Carnival that wish to deliver commercial (non- editorial) photography should submit a Commercial Photography Application Form links/media- enquiries/commercial- photography- application- form and such application will be assessed by VRC and a response provided D. ALL ONLINE MEDIA TO UNDERSTAND: This includes any media outlet that reports, blogs, films, broadcasts, publishes or otherwise communicates stories, photography, audio and or moving footage. Media accreditation for online media is intended for professional, stand- alone online editorial and news coverage only. It is not to be used for any other purposes, including but not limited to public relations, promotional, commercial or entertainment use. Any moving footage, audio or photography communicated by an online outlet must adhere to the above rules outlined separately for broadcast and photography. All online media must provide proof of coverage and editorial support of previous Carnivals or similar events held hosted by VRC. It is anticipated that all accredited online media would leverage their editorial content with social media activity, in the lead up to and during the 2015 Melbourne

5 Cup Carnival. Online applicants may be asked to provide audited traffic figures for their website, including unique IP addresses per year, before being granted accreditation. While the VRC acknowledges the changing media landscape and will endeavour to service all requests for genuine online media outlets seeking media accreditation for the 2015 Melbourne Cup Carnival, availability of accreditation is limited. As with all other forms of media, compliance with the above and below cannot guarantee approval. E. MOUNTING YARD ACCESS: The Mounting Yard at Flemington Racecourse is an area specifically designed to accommodate horses, trainers, jockeys, connections and VRC officials. Media access is limited and a privilege. For the safety and security of all parties in the Mounting Yard, it is important that media granted access to this area abide by the applicable rules. 1. It is a condition of access to the Mounting Yard horse area or areas adjacent to the racetrack that you organise and complete a Flemington safety induction prior to raceday. All requests for inductions and safety enquiries should be directed to the VRC s Work Health and Safety Manager Mike Cheadle via the Flemington Racecourse Operations Office, on +61 (0) There will be limited spaces available for inductions on raceday mornings 2. Seven Network, as the VRC s exclusive free- to- air telecaster for the 2015 Melbourne Cup Carnival, has first access to winning connections post- race 3. Industry television network Channel 78 has secondary access to post- race winning connections following Seven Network 4. FM Radio broadcast partner Southern Cross Austereo has priority over non- partner FM radio stations for pre- and post- race interviews with talent in the Mounting Yard. This will be managed at the VRC PR team s discretion 5. AM Radio broadcast partner 3AW has priority over non- partner AM radio stations for pre- and post- race interviews with talent in the Mounting Yard. This will be managed at the VRC PR team s discretion 6. All photographers accredited with access to the Mounting Yard must wear the corresponding vest at all times. Vests will be distributed when media passes are collected and are to be worn for the duration of the Carnival 7. Camera operators from Seven Network, Channel 78 or those filming on their behalf (Thoroughbred Racing Productions) with access to the Mounting Yard must wear the corresponding vest at all times and will be provided with the appropriate vests prior to raceday 8. All non- rights holder TV network staff, including sports or news journalists and reporters and camera and sound crews are not permitted in the Mounting Yard. All members of the television crew must remain outside of the Mounting Yard until Seven Network ceases its live telecast 9. All media must remain behind the allocated media barriers before and after each race and follow the directions of VRC s officials and security personnel 10. Except with the permission of stewards, phone calls must not be made on mobile telephones from the Mounting Yard or Scales areas 11. Post- race interview transcripts will be made available from Racing Victoria (RV) at F. NON- RACEDAY MEDIA ACCESS 1. During the Flemington Event Lockdown Period [Monday, 26 October Wednesday, 11 November, 2015] all media requests for access to Flemington should be directed to the VRC s PR department via Emily Morris, Senior Manager Media and Community Relations

6 +61 (0) or Marcus Williams, PR Manager - m.williams@vrc.net.au, +61 (0) and require individual sign off for access to the Flemington Racecourse grounds 2. While the VRC will endeavour to facilitate media access, requests made in advance are more likely to be accommodated. Please note, not all areas of Flemington are always accessible G. TRACKWORK MEDIA ACCESS All media wishing to access the Flemington Racecourse for trackwork at any time of the year, excluding specific VRC media trackwork events, must have completed the VRC s media safety induction. Please liaise directly with the VRC s Work Health and Safety Manager Mike Cheadle on +61 (0) to ensure that the appropriate induction is completed prior to your intended visit